Secretarial Assistant

Job overview

Job Opportunity: Secretarial Assistant

We are looking for someone to provide high-quality clinical typing and administrative support to specialty teams across the Trust. You’ll work with the Secretarial Team Leader and clinical staff to ensure smooth operations and patient care.

No NHS experience? No problem! While we can teach medical terminology, we value your willingness to learn, dedicated attitude, and commitment to our Trust CARE values. If you can manage a busy workload, and help keep things running smoothly, we want to hear from you!

Main duties of the job

Reporting into the Secretarial Team Leader, your responsibilities will include:

• Type clinical letters, correspondence, and admin tasks from notes or dictation.
• Ensure clinic letters are sent out on time and to the required standards.
• Communicate with secretaries and consultants to meet 18-week targets.
• Manage patient appointments, waiting lists, and tests, escalating issues when needed.
• Update RTT info and help with database management.
• Handle office tasks like photocopying, filing, and managing post.
• Provide phone support to parents and escalate complex issues

Working for our organisation

At Sheffield Children’s, our purpose is clear: to provide healthier futures for children and young people. Our three strategic aims are:

1. Outstanding Patient Care
2. Brilliant Place to work
3. Leaders in Children’s Health

We work with local, regional, and national partners to provide physical and mental healthcare across acute and community settings. Many of our clinicians are amongst the best in their field, recognised nationally and internationally for their expertise.

As well as having enormous pride in what we do, we are a friendly, welcoming, and motivated NHS Trust who are guided by our CARE values: Compassion, Accountability, Respect, and Excellence. Our nearly 4000 colleagues live these values, ensuring kind and compassionate care that makes patients and their families feel safe and at home.

As we approach our 150th anniversary in 2026, we remain committed to enhancing our reputation in children’s health leadership, improving the experiences of both patient and colleagues, and focusing on our communities and population health.

Sheffield Children's provides great benefits to support your wellbeing, with excellent annual leave and pension schemes, health programmes, and exclusive discounts—helping you succeed at work and beyond.

Detailed job description and main responsibilities

For more information on the main responsibilities for this post, please refer to the job description and person specification.

Please note that Sheffield Children's uplift pay to meet the Real Living Wage, which is £12.60 per hour.

Diversity Statement

At Sheffield Children’s, we are committed to creating an inclusive environment that celebrates diversity and supports everyone’s success. We prioritise Equality, Diversity, and Inclusion in our recruitment practices, creating a welcoming space for people of all backgrounds, including ethnic minorities, individuals with disabilities, and LGBTQ+ members.

Recognising that inclusivity is an ongoing effort, we review our processes and welcome feedback to enhance our practices. A diverse team strengthens our organisation and the quality of care we deliver. For ideas on how we can improve, please contact our Recruitment Team at [email protected] Together, we’re building a workplace where everyone belongs.

Person specification

Qualifications and Training

• Educated to GSCE standard including Grade C in English or Equivalent Skills in Written English Language (SPAG, Spelling, Punctuation, Grammar)
• RSA II typing or equivalent typing experience

• RSA III or equivalent qualification or equivalent experience
• NVQ2 in Business administration or equivalent

Experience

• Experience of audio-typing in a secretarial role
• Experience of working in a customer-focused environment
• Experience of working with different computer software eg email, internet etc

• Previous medical secretarial experience
• Experience with NHS software systems
• Experience of working with confidential material

Knowledge and Skills

• Word-processing & audio-typing skills
• Good time management skills with the ability to prioritise work according to deadlines
• Able to work as part of a team and under own initiative
• Good verbal and written communication skills with team / clients/ relatives using tact when required
• High standard of accuracy
• Ability to establish and maintain effective working relationships
• Ability to deal with conflict

• Knowledge of medical terminology

Personal Attributes

• Adaptable to change
• Attention to detail and accuracy